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BUDGET EXERCISE

Explore the ten top reasons why budgets don't clear and learn how to conduct a budget review exercise to ensure budget accuracy. Discover common budget pitfalls and essential steps to avoid them.

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BUDGET EXERCISE

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  1. BUDGET REVIEW BUDGET EXERCISE

  2. Ten Top Reasons Budgets Don’t Clear 1. The budget detail worksheet is missing 2. The budget detail worksheet computations are incorrect 3. The required match percentage has not been met nor source identified, if applicable 4. Unallowable costs are included in the detail budget worksheet 5. Required cost breakdown by categories has not been included

  3. Ten Top Reasons Budgets Don’t Clear 6. Incomplete budget narrative • Financial Management and Internal Control Questionnaire form (FMICQ) has not been submitted (all OJP applicants) • Prior budget did not clear (applies to supplemental awards) • A current Federally approved indirect cost rate negotiated agreement has not been submitted • Responses to the initial budget financial review memo were insufficient

  4. The ANA module deployed through the Grants Management System (GMS) will electronically issue an award instead of mailing it. The grant recipient will receive an email on the award date instructing them to utilize GMS to accept their award. Award Notification and Acceptance (ANA)

  5. Grantee has 45 days from the date of the award to accept the award. If not accepted within 45 days, the obligation may be terminated without further cause. Award Notification and Acceptance (ANA)

  6. To accept the award the recipient should: Go into GMS and designate a Financial Point of Contact (FPOC) in order to print the award documents. Review and print their award in GMS. Have authorizing official accept and sign the award and initial each page of special conditions. Fax the complete award package to OCFO at (toll free) 1-866- 388-3055 or (local) 202-354-4081, or email the pdf file to acceptance@usdoj.gov. Electronic notification will allow grantees to receive the award and implement their programs sooner. Award Notification and Acceptance (ANA)

  7. 1. The recipient agrees to comply with the requirements set forth in 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Conditions of Award

  8. 2. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the “DOJ Grants Financial Guide." Conditions of Award http://www.ojp.usdoj.gov/financialguide

  9. 3. Comply with the training requirement for the Point of Contact (POC) and all Financial Points of Contact (FPOCs) to successfully complete an OJP financial management and grant administration training by 120 days after the date the recipient accepts the award. Conditions of Award

  10. 4. A recipient that is eligible to use the "de minimis" indirect cost rate and elects to use the "de minimis" indirect cost rate, must advise OJP in writing of both its eligibility and its election. Conditions of Award

  11. 5. All subawards ("subgrants") at any tier, must have specific federal authorization. Conditions of Award

  12. 6.Recipients and any subrecipients at any tier, must obtain specific post-award approval to use a noncompetitive approach in any procurement contract that would exceed the Simplified Acquisition Threshold (currently $250,000). Conditions of Award

  13. 7.The recipient agrees that DOJ may withhold award funds or impose other requirements if the recipient does not promptly address outstanding issues related to an audit. Conditions of Award

  14. The Standard Assurances form includes compliance requirements codified under 28 CFR Part 38 regarding the eligibility for religious organizations to receive grant funds and the prohibition from discrimination, among other provisions. Conditions of Award Language to the Standard Assurances

  15. Obligation Period (Grantee’s books) EX: Award period = 10/1/18 - 9/30/20 Award date = 12/1/18 (Federal books) Expenditure Period EX: 10/1/18 - 12/29/20 Liquidation Period (90 days after end of award) Ex: 10/01/20 - 12/29/20 AVAILABILITY OF FUNDS Funds will be frozen 90 days after the end of the award.

  16. Costs incurred prior to the project start date Written prior approval AVAILABILITY OF FUNDS Pre-agreement Costs

  17. Gross income earned by the recipient during the funding period as a direct result of a supported activity or earned as a result of the Federal award PROGRAM INCOME

  18. Spend prior to requesting additional grant funds Supplement Project with $$ Reduce Project with $$ Send Back $$ PROGRAM INCOME

  19. GPRS Need Help? OJP - OCFO Customer Service Center 1-800-458-0786 Payment of Grant Funds

  20. Payment of Grant Funds 810 Approved requests are forwarded to the U.S. Department of Treasury for payment processing GPRS checks against certain parameters and either approves or denies request Funds are deposited into the Grantee’s bank account, usually within 72 hours Grantee accesses GPRS via the web to request funds

  21. 1.Have signed & returned award document 2. Have current SF-425 on file TOP TEN TIPS GPRS PROCESS

  22. 3.Have met all special conditions 4. Have submitted an ACH Enrollment Form TOP TEN TIPS GPRS PROCESS

  23. 5.Register for GPRS: a. OJP/OVW – GMS id & password (must be an FPOC in GMS) b. COPS - separate id & password 6. If registering with COPS, have OJP vendor number TOP TEN TIPS GPRS PROCESS

  24. 7.Know if you are requesting an advance or reimbursement 8. Double check dates for duplicate request TOP TEN TIPS GPRS PROCESS

  25. 9.Know the amount you are requesting 10. Pay attention to any error messages TOP TEN TIPS GPRS PROCESS At the end of the award period, drawdown all allowable expenses within 90 days

  26. Payment of Grant Funds A Few Benefits of GPRS • Ability to view and print a transaction history for an award • Summary of award information: • Award amount • Hold amounts • Last SF-425 submission • Ability to cancel pending payment request • Secure individual log in

  27. Payment of Grant Funds GPRS – Link to Register / Access • https://grants.ojp.usdoj.gov/gprs/login

  28. U.S Department of JusticeOffice of Justice Programs REGISTRATION

  29. https://grants.ojp.usdoj.gov/gprs/login

  30. You have registered as a Drawdown Specialist in the Grant Payment Request System (GPRS) for the following award(s): 2000-WF-VX-0010 2001-WF-BX-0031 2002-WF-BX-0050 The Drawdown Specialist will be responsible for the financial administration of the award such as the requests for payment of funds (i.e., drawdown) from the award. If you have not already done so, please complete and submit an Automated Clearinghouse (ACH) Enrollment Form.  This form will designate the banking information necessary for us to deposit funds directly to the account for your organization.  The ACH form and instructions can be accessed online at http://www.ojp.usdoj.gov/funding/forms/ach_vendor.pdf. Information concerning financial administration of grant funds is available in the OJP Financial Guide, which can be accessed online at http://www.ojp.usdoj.gov/financialguide/index.htm. Information concerning Post Award Instructions is available in the OJP Funding Website, which can be accessed online at http://www.ojp.usdoj.gov/funding/pdfs/post_award_instructions.pdf. Information concerning the online filing of the Federal Financial Report is available in the OJP Funding Website, which can be accessed online at http://www.ojp.usdoj.gov/training/pdfs/gms_userguide.pdf. Information concerning the administrative and financial maintenance of COPS grant funds is available on the COPS website, which can be accessed online at http://www.cops.usdoj.gov/Default.asp?Item=100. *(OJP/OVW) For questions concerning access to funds or any financial aspect of your award, please contact the Office of the Chief Financial Officer, Customer Service Branch by phone at 1-800-458-0786 or by email at ask.ocfo@usdoj.gov. *(COPS) For questions concerning access to funds or any financial aspect of your award, please contact the COPS Office Response Center by phone at 1-800-421-6770 or by emailaskCopsRC@usdoj.gov. (Please note that the message concerning on whom to contact for help (COP or OVW/OJP) will depend on the association of the user. This means that COPS Grantees will only see COPS information and OJP/OVW Grantees will only see OCFO Information.) Your temporary password isBRWyp6SL3H. (For COPS) Please go to https://grants.ojp.usdoj.gov/gprs/login to complete your registration.

  31. You have been assigned a temporary password in the Grant Payment Request System (GPRS). To access GPRS, go to _________(GPRS URL). Upon login, you will be prompted to change your password. *(OJP/OVW) For questions regarding this, please contact the Office of the Chief Financial Officer, Customer Service Branch by phone at 1-800-458-0786 or by email at ask.ocfo@usdoj.gov. *(COPS) For questions regarding this, please contact the COPS Office Response Center by phone at 1-800-421-6770 or by emailaskCopsRC@usdoj.gov. (Please note that the message concerning on whom to contact for help (COP or OVW/OJP) will depend on the association of the user. This means that COPS Grantees will only see COPS information and OJP/OVW Grantees will only see OCFO Information.)

  32. U.S Department of JusticeOffice of Justice Programs Drawdown Process

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